Conference Operations Lead

The Operations Lead is a full-time position in the department of Summer Programs and Conference Services (SPCS) that books and manages approximately 90 conferences every summer to fill the 5,000 beds used by Residential Life to house students both on and off campus during the academic year. This position is key to providing the excellent customer service 24 hours a day, seven days a week for which this program is known.

Job Description

  • Participate in Conference Assistant (CA) hiring and training process.
  • Learn department software quickly and train student staff using software throughout summer. Software currently used is Star REZ, SMS, When I Work, Microsoft Excel and Word, EMS, Paint Shop, WordPress and others.
  • Schedule the CAs to ensure that the SPCS office and various events are properly staffed. Manage sick requests and vacation requests and ensure that office hours, on call hours, check-in hours and linen shifts are always fully staffed.
  • Read and translate Event Specs into work schedules and work orders for CAs, departments, and contractors
  • Demonstrate effective communication skills.
  • Coordinate the logistics of numerous services, including: guest check-ins, card encoding, office organization, and AV services during conferences.
    • Explain and assign daily tasks from management to CAs.
  • Supervise remote check-ins on campus and reach out to program directors for feedback.
  • Resource to the CAs to advise them on solving problems, working with customers and to work with other departments issues to other departments to resolve issues.
  • Provide troubleshooting assistance for operating audio/visual equipment.

Schedule Information

  • Spring work schedule:  Training 6 – 8 hours a week during business hours, Monday – Friday, beginning in March is required. We will work with your academic schedule.
  • Summer work schedule: Conference Operations Lead will work full-time in the SPCS office on a rotating schedule. 8:30am to 5pm or 2pm to 10pm as well as rotating on-call 24/7 shifts to assist the CAs over the phone or in the office as needed during the summer season. Schedule may vary. Hours may increase due to volume of business.
  • Summer work schedule:  May 1 – August 16, 2020.
  • Summer time commitment: 40+ hours/week, including weekends and holidays. Please note the office will be open. Memorial Day weekend and the Fourth of July. Not all vacation requests will be granted during those times.
  • NO additional employment, internship, summer school, or research position is permitted.


  • Hourly Wage
  • Meal Points and Bear Bucks
  • Housing on the South 40 Residential Campus


  • Junior or Senior Undergraduate Student at Washington University. Graduate Student at Washington University preferred.
  • Mandatory training Saturday, May 9, -Tuesday, May 12, 2020.
  • Due to the busy schedule of our office, all vacation requests must be submitted by May 1st .
  • There will be dates during the summer where vacation time will not be approved including:
    May 22- May 25, June 5- June 14, June 20-June 28, July 5-July 13, and July 15- July 31.
  • Knowledge of the Danforth Campus, including residential, classroom, and common spaces.
  • Strong customer service and communication skills.
  • Strong computer skills.
  • Ability to learn new software quickly and train CAs.
  • Ability to work well as part of a team.
  • Ability to make quick decisions and solve unusual problems in a creative way.
  • Outgoing and friendly demeanor.
  • Must be a licensed driver with a clean driving record provided from Motor Vehicle bureau of licensing state.
  • Must go through a background check.
  • Candidate must be in good standing with
  • Candidate must live on campus with complimentary housing provided by SPCS.
  • Available to work nights and weekends with a changing, flexible schedule.
  • Position requires lifting, moving furniture, boxes, signage and other physical tasks.
  • Applicant must be able to stand for long periods of time, walk across campus several times a day, and be
    able to withstand heat and humidity.
  • Must provide current resume.

DEADLINE TO APPLY: February 23, 2020 at Midnight